Share this Job

Current Employee? Click here to apply.

Administrative Support Manager

Date Posted:  Nov 22, 2022
Requisition ID:  415722
Location: 

Indianapolis, IN, US, 46204

 

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

 

At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. As a proud equal opportunity employer, reasonable accommodations may be available to enable individuals with disabilities to interview and to perform the essential functions of a role.

 

Next Level benefits at the State of Indiana are here! Be sure to review our expanded benefit package offerings below.

 

About the Indiana Department of Workforce Development (DWD):
Our mission is to develop a premier workforce that will allow Indiana employers to flourish and entice businesses from outside our state to relocate to Indiana. Everyone at DWD will be required to think outside-the-box; to determine metrics that will allow for measurement and improvement and efficiencies to be made along the way. Cutting edge technologies will be utilized to help assess Indiana’s employment future. If managed properly, Indiana’s workforce will be second to none and completely prepared for the next phase of the state and country’s economic growth.
 
Salary:
This role is typically filled with a starting salary of $42,900.

About the Job:

This position is responsible for managing staff performing multiple State and Federal programs including a variety of administrative support functions for DWD and its field offices.  Serves as supervisor to staff clarifying and interpreting policies and procedures and assures supportive operations conform to federal and state laws, rules, and regulations. Monitors staff work, provides direction, guidance and initiates and performs PeopleSoft Performance Management functions. Plans, provides leadership and direction to section staff based on direction from Facility Operations department.

A Day in the Life:

The essential functions of this role are as follows: 

  • Manage DWD owned phone lines and state computer networks for Admin and Field. Work with IOT and their vendors for phone and cable needs and any issues. Order new network connections from IOT as needed for new or current offices moves. Work with IOT to move phone lines as needed. Build and submit VaaS workbook for new or changes to IOT. Troubleshoot phone issues for field and admin on any state-owned phone lines. This will include the UI bat phones and faxes in the Local Offices. Maintain database of phone numbers for the agency statewide to account for used and empty lines.
  • Administer I3 phone system used by all UI functional staff and Contact Center Help desk associates, by adding and deleting staff as needed. Create roles and workgroups as needed. Keep track of users and license. Modify the call tree as needed for special needs.
  • Position is responsible for collaborating with Finance staff on the preparation of the annual Software Work In Process report.  This information is compiled from PeopleSoft Financials.  The SWIP report is required by the Federal Government and the AOS in rder to include it in the State’s Annual Consolidated Financial Report.  This position is also responsible for the development of Rule Element 5 codes that enable IT staff to properly classify their work in order to properly
  • Agency point of contact for statewide office leases. Scout areas and work with each department on property based on location and ADA compliance. Negotiate with landlord and realtor to facilitate a lease, enter lease in PS SCM. Work with landlord on any issues that may arise. Work with staff, landlord, IOT, and vendors for the buildout and layout of office space.
  • Work with requestor and staff to facilitate confidential information data contracts in PS SCM.  Work with requestor on any issues that may arise.
  • Order cell devices from Verizon’s state interface system for DWD staff (phones, MIFI). Ensure the correct chart fields are charge. Deactivate or suspend devices on the interface then send IOT notice that the phone is deactivated. Troubleshoot any issues with staff, and if needed work with IOT
  • Give access to staff to the WEX system to be able to use gas cards. Issue WEX (gas) cards to field and admin staff. Download, compile, and verify billing for the WEX charges and send to AP. Check gas receipts for charges and verify that they have a rental agreement.
  • Administer the PS State Asset (AM) system and policy. Ensure that all assets are in the system and accounted for, take yearly asset inventory. Track Grantees assets in a separate database. Work with State Surplus on retiring items. Update assets as needed in PS AM.
  • Check billing for the Postage Meter from Pitney Bowes. Compile billing for Postage used by Local Office and BRM to send to Accounts Payable (AP). Put in ePro request as needed to order new Postage Meters. Ensure that the new ones are delivered, and old ones picked up.
  • Keep track of Postage account. Request form AP to add funds to the PeopleSoft postage account & PB Account.
  • Check and approve invoices from Ricoh for MFD. Put in ePro request as needed to order new MFD. Ensure that the new ones are delivered, and old ones picked up. Keep track of the location as they are moved. Work with Ricoh to move equipment from office to office statewide.
  • Perform other duties as assigned.


The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

What You'll Need for Success:

You must meet the following requirements to be considered for employment: 

  • Thorough knowledge of Microsoft Office programs, excel, word, PowerPoint, etc.  Access Data Base knowledge.  SQL database knowledge.
  • Specialized knowledge of agency policies, procedures, state and federal laws and regulations, state and federal procurement methods, and state and federal funding sources, state and federal cost accounting requirements, and state automated financial systems.
  • Capable of researching and analyzing complex specifications for technological advances in equipment.
  • Ability to effectively communicate orally and in writing and to maintain cooperative work relationships.
  • Ability to implement new programs and to establish goals and objectives, and plan staff training.
  • Ability to analyze problems and recommend solutions; and,
  • Ability to coordinate and motivate professional and support staff.

Supervisory Responsibilities/Direct Reports:

This role provides direct supervision for one or more staff members.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) as well as vision and dental plans
  • Wellness program (offers premium discount for the medical plan and gift cards)
  • Health savings account, which includes bi-weekly state contribution
  • Flexible work scheduling options, including the potential for hybrid remote work for employees whose work may be performed outside state facilities
  • Deferred compensation 457B account (similar to 401k plan) with employer match
  • Two (2) fully-funded pension plan options
  • A robust, comprehensive program of leave policies covering a variety of employee needs, including but not limited to:
    • 150 hours of paid new parent leave
    • Up to 15 hours of paid community service leave
  • Combined 180 hours of paid vacation, personal, and sick leave time off
  • 12 paid holidays, 14 on election years
  • Education Reimbursement Program
  • Group life insurance
  • Referral Bonus program
  • Employee assistance program that allows for covered behavioral health visits
  • Qualified employer for the Public Service Loan Forgiveness Program
  • Free Parking for most positions
  • Free LinkedIn Learning access

     

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

 

Current Employee? Click here to apply.


Nearest Major Market: Indianapolis